Working Together for Students
Procurement Division
Getting Familiar with SAP – MM
Standard Operating Procedure
Procurement Division Getting Familiar with SAP ‐ MM
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Table of Contents Logging on ..................................................................................................................................................... 3
Using the SAP Menu (setting up Favorites) ................................................................................................. 5
Screen Familiarization .................................................................................................................................. 9
Setting Personal Values .............................................................................................................................. 11
Setting Default Values ................................................................................................................................ 13
Short Cuts ................................................................................................................................................... 16
Finding a Document ................................................................................................................................... 19
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Logging on
Double click the ‘SAP Log on’
icon on your desktop.
SAP Logon window will open.
Double click ‘NSSB‐Production New’
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Hints:
Your SAP name – is typically the first 6 letters of your last name; first initial of your first
name; and first initial of your middle name.
Your SAP password – will be forwarded to you via email from SAP. Enter the password
received from SAP then you will be prompted to create your own password.
To create your own 8‐digit password, (it can be letters and/or numbers) click the “New
password” button. SAP will prompt you to enter the password twice before it will save
it. You will have to do this every 3‐4 months for security measures.
Enter your provided SAP username and
password, press enter on your keyboard or
click .
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Using the SAP Menu (setting up Favorites)
SAP Easy Access Screen
The initial “SAP Easy Access” screen, has two folders at the top. The first is your favorites and
the second is the SAP menu. The favorites menu is a quick way of accessing different
transaction codes in SAP, this is initially set up for you by SAP, however, you can change it at
any time you wish (you will learn to do this further down this document)
SAP menu is where you will find all transaction codes before you add them to your favorites.
Below is the path you would follow under the SAP menu to find the transaction “ME21N:
Create Purchase Order”.
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Open the following folders:
“Logistics” “Materials Management” “Purchasing” “Purchase Order” “Create”, “ME21N – Vendor/Supplying Plant Known”.
Click the transaction code once to
highlight it.
Right click and select ‘Add to Favorites’
from the menu to have that transaction
added to your Favorites folder above
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That transaction code is now listed in
your favorite’s folder.
You may rename it to a simpler name
by right clicking and selecting ‘change
favorites’
Type your preferred name such as
‘Create Purchase Order’
Then click the green check mark to save.
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Double click the transaction code you
just saved ‘Create a Purchase Oder’ to
execute.
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Screen Familiarization The following list describes the most commonly used buttons (in create Purchase Order) and
what they are used for.
# Button name Key stroke
short cut Description
1 Enter Enter Confirms there are no errors in the information you entered
2 Save Ctrl+S Saves and prints the purchase order when all information is entered
correctly
3 Back F3 Moves you from the current screen to the previous screen
4 Exit Shift+F3 Exits the “Create Purchase Order” screen
5 Cancel F12 Cancels the information you entered if you have not saved the
purchase order yet
6 New Session N/A Creates a second screen for you to work in, without interfering with
your first screen
7 Help F1 Provides help information when you highlight the area you need
help with
2 3 4
5 6 71
89
10 11
13
12
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8 Other
Purchase
Order
N/A Provides you the opportunity to view another purchase order
9 Hold Shift+F4 Saves a purchase order without having to enter all the information
10 Print Preview Shift+F8 Shows you what the purchase order will look like when it is printed
11 Messages Shift+F9 Shows you messages for any information that was entered
incorrectly
12 Delete N/A Deletes an entire line on the purchase order when that line is
highlighted
13 Default Values N/A This allows you to set certain fields that will remain the same which
means you do not have to enter information in this field every time.
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Setting Personal Values
‘Personal Setting’
The information in the ‘Personal Setting’ is
specific to you and will appear on every PO, if you
set this information up you will not have to type it
on every PO.
Select the Default Values tab
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Select from the drop down list
Document Type – Standard Po
Purchasing Org. – Annapolis Valley
Purch. Group – find your name if you have
not been assigned a Purch. Group select
‘AVRSB General’
Company Code – Annapolis Valley RSB
to save
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Setting Default Values
‘Default Values’
By entering default values information that is
common to most (if not all) of your PO’s will
automatically be entered on to every PO.
Click to open
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Select more fields
Items can be moved from ‘Hidden fields’ to
‘Display fields’ by highlighting the line (select
the grey box to the left to highlight) and
clicking the black arrow to move.
The following fields should be in the display
column:
Plant Item Category Acct. Assignment Cat. Requisitioner Material Group Deliv. Date Category Delivery Date (optional)
Select Copy to save
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Enter your specific information such as:
Category: Standard
Acct. Assignment Cat.: Cost Center
Delivery Date: (optional) set for a couple of
week, but be sure to change before time is up.
Plant: Enter your school plant number or
search using the box to the right.
Material Group: 5000 (supplies and materials)
will cover most purchases.
to save
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Short Cuts
When in a field, such as short text,
press backspace on your keyboard,
this will show the last things typed
in this field you may then choose
one and populate that field.
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While in a transaction code if you
want to jump to another simply
type /n<transaction> (ie. /nMIGO)
then enter, to stop the current
transaction and move to the next
You can open a new session and specify the
transaction by typing /o<transaction> (ie /oME21N),
then enter, this will open a new window with that
transaction code.
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To open a new session to the SAP menu screen click
the New Session button at the top.
You now have two SAP windows open.
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Finding a Document There are many ways to find documents in SAP, here are a couple:
In ME21N Create Purchase Order, click ,
to open the Document Overview, then click
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From the list select My Purchase Orders
This will provide a list of the purchase orders
you created
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By default you will only be shown PO’s created
in the past 7 days, click ‘Personal Setting’ to
change
Here you may choose the Selection Period for
My Docs, and to save
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By clicking to the left of the PO number you
can expand the PO to view the short text.
Double click the PO number to display the PO.
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Purchase Orders can also be searched for by
using transaction ME2L
Enter search criteria such as, Vendor, plant,
date range, purchasing group and any other
information that may assist finding relevant
PO’s (be sure that AVRSB purchasing
organization 5500 is entered)
If unsure any field with can be expanded and
results can be chosen.
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Once search criteria has been
entered press to execute
Documents will be listed
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Double click on a line of interest or
choose to display the PO
You will be taken to Display Purchase
Order. Click to return to the list
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Depending on the number of PO’s
displayed, you may also want to find
within the list do so by typing CtrlF to
open the Find window
Enter criteria and select
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Anything containing that criteria
will be displayed, simply click to
be taken to that line of the list.
Select a line of interest (ie 00100) then
click to see any actions
related to that line
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Such as Goods Receipts or invoices
posted
to return to the list
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